Inside TDV - The Data Vault Blog
Your Document Storage Questions, Answered
Even though we’re in the Digital Age, paper document storage is still a hot topic. Hard copy documents, much like their digital counterparts, pose unique cost, compliance and security challenges for businesses. That’s why we receive so many document storage questions every day. In this blog, we share our answers to several of them.
Q: Why should I store my documents offsite?
A: Storing your documents offsite reduces clutter, allowing you to optimize your office space for maximum productivity and profitability. It also helps reduce your file tracking and management costs. Additionally, it ensures your confidential information is safe from unauthorized access and preserved for the long term.
Q: Can’t I store my documents in a self-storage facility?
A: Sure, but you aren’t guaranteed the same level of affordability, accessibility and security. Self-storage units are ideal for storing furniture and other non-paper items, but not designed for storing paper records. Having just a padlock protecting your information from the outside world is a big risk. Another risk is potentially storing your documents next to flammable and combustible items. Anything could be stored in the units surrounding yours.
Compare this with a records center built specifically for the protection and preservation of paper documents, where non-paper items are prohibited from being stored and state-of-the-art security, water damage prevention, and fire protection systems safeguard your documents from unauthorized access and natural disasters. Additionally, in a records center, you only pay for the space you use rather than a whole storage unit, and document management software continuously tracks your files.
Q: How does bar code tracking work?
A: Before your records are transferred to a record center, each box or file gets a unique bar code. The bar code is then scanned each time your records are handled or transported, and its status is tracked and recorded using document management software. This gives you a continuous audit trail for your information.
Q: How do I request my files from the records center?
A: It’s easy. You can view your storage inventory information anytime via a secure web portal. With just a few mouse clicks, you can view your inventory, conduct keyword searches, and make online requests for items stored in the records center.
Q: How can I be sure my documents are secure while in transit to and from my office?
A: Screened and uniformed professionals pick up, handle, and deliver your documents. They transport them in GPS-tracked and alarmed vehicles, maintaining strict chain of custody protocols at all times, so you can rest easy knowing your documents are secure
Q: How quickly are my documents delivered after I request them?
A: Your documents can be delivered as quickly as a couple of hours after you request them. You can even use a Scan on Demand solution that allows your documents to be digitally sent directly to your computer or laptop.
The Data Vault provides records management solutions for businesses in and around Kentucky and southern Indiana. If you have a document storage question we haven’t answered here, please give us a call at 502-244-1151 or complete the form on this page. We look forward to hearing from you!